Engineering Administrative Assistant en Proper Hospitality

Situated in Downtown’s 2nd Street District, Austin Proper Hotel and Residences offers an artful immersion in lifestyle and wellbeing. With an emphasis on collaboration, Austin Proper features both inspired interiors by acclaimed designer Kelly Wearstler and is guided by the culinary creativity of Austin tastemaker MML Hospitality. Essentials include 238 rooms and suites; 99 branded residences; four unique settings for dining and drink; a focus on wellness with a dedicated spa and fitness center; and a variety of atmospheric event spaces. And it wouldn’t be Proper without a 5th floor pool deck offering small-batch tequilas and sunset views.

Job Summary: 

The Engineering Administrative Assistant is responsible for providing administrative support to the engineering team, ensuring smooth and efficient daily operations. This role involves managing schedules, organizing documents, coordinating meetings, and assisting with various administrative tasks related to engineering projects. The ideal candidate will be highly organized, detail-oriented, and capable of handling multiple tasks simultaneously in a fast-paced environment.

Essential Job Duties and Responsibilities 

• Administrative Support:
  1. Provide general administrative assistance to the engineering team, including scheduling meetings, arranging appointments, and managing calendars.
  2. Prepare and organize documents, reports, and presentations for engineering projects and meetings.
  3. Assist with creating, proofreading, and distributing project-related correspondence, including memos, emails, and meeting notes.
  4. Coordinate the preparation and filing of engineering documents, ensuring proper organization and accessibility.
  5. Maintain and update engineering-related records, databases, and spreadsheets.
• Project Coordination & Scheduling:
  1. Assist in coordinating engineering project schedules, ensuring that deadlines are met and resources are available.
  2. Track project timelines and deliverables, providing reminders and follow-ups as needed.
  3. Schedule and coordinate meetings, site visits, and inspections for engineering projects.
  4. Ensure that all project-related materials and documentation are organized and available for team members.
• Communication & Liaison:
  1. Serve as a point of contact for internal and external stakeholders, communicating project updates and answering inquiries related to engineering tasks.
  2. Coordinate with vendors, contractors, and other departments to facilitate project progress and resolve any issues that may arise.
  3. Help prepare and distribute reports, memos, and other communication materials to ensure smooth coordination across teams.
  4. Assist with ensuring that engineers have all the necessary tools and information for projects, such as specifications, drawings, and project updates.
• Document Management & Filing:
  1. Maintain accurate and up-to-date files for engineering projects, including contracts, change orders, permits, drawings, and technical specifications.
  2. Ensure that documents are stored securely and in compliance with company policies.
  3. Organize and maintain both physical and electronic files for quick retrieval by engineers and other team members.
• Budget & Cost Management Support:
  1. Assist in tracking and organizing project budgets and expenses.
  2. Help prepare and maintain financial records related to engineering projects, including purchase orders, invoices, and receipts.
  3. Coordinate with the accounting department to ensure timely processing of payments and reimbursements for project-related costs.
• Office Management & Supplies:
  1. Order and maintain office supplies, including materials needed for engineering projects and general office administration.
  2. Track and manage inventory of office and project-related equipment.
  3. Assist in setting up meeting spaces, conference calls, or virtual meetings for the engineering team.

Education and/or Experience 

• High school diploma or equivalent required; an associate degree in business administration, engineering, or a related field is preferred.
• Previous experience in an administrative role, preferably in an engineering or technical environment, is preferred.
• Familiarity with engineering terminology, processes, and documentation is a plus.
• Experience with project management tools, document management systems, or software such as Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) is essential.

Skills/Specialized Knowledge

• Strong organizational skills with the ability to prioritize tasks and manage time effectively.
• Excellent communication skills, both verbal and written, with the ability to interact professionally with internal and external stakeholders.
• Detail-oriented with the ability to maintain accuracy while managing multiple projects.
• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook), and familiarity with engineering or project management software is a plus.
• Strong problem-solving abilities and the ability to handle administrative challenges efficiently.
• Ability to work well independently and as part of a team in a fast-paced, deadline-driven environment.

Physical Demands

• Ability to sit or stand for extended periods.
• Ability to lift and carry light office supplies (up to 25 pounds).
• Ability to work in a standard office environment, with some occasional travel to project sites if necessary.

Company Overview

Proper Hospitality is made up of a diverse group of passionate individuals who share a common love for hotels and the art of hospitality. Our philosophy is simple: There is a right way to do things and anything less just isn't proper. We are seeking out the best of the best from inside and outside of the industry to work alongside us as we grow a new kind of lifestyle Hospitality Company inspired by a centuries-old tradition. The work is challenging and fast-paced but rewarding above all.

Proper Hospitality provides equal employment opportunities to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability, gender, gender identity or expression, genetics, or any other federal/state protected category.

Proper Hospitality will consider qualified applicants with criminal histories in a manner consistent with local Fair Chance Hiring Ordinances.